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CEO Executive Assistant

7 months ago

Markham, Canada Kinark Child & Family Services Full time

**Job Description**:
**Job Summary**:
Reporting to the President and CEO, the Executive Assistant will work closely with the CEO and other members of the Executive Team and the team of Executive Assistants who support them. Work is fast paced, detailed and demanding, and work is a combination of delivering with quality on regular planned and recurring responsibilities and responding quickly and effectively to new and emergent priorities. The EA will interact with many different people throughout the day, both inside and outside the organization. As a member of the senior team, the EA will have an opportunity to collaborate, innovate and initiate with a strong and committed professional group of colleagues.

Kinark has introduced a benefit that gives employees in eligible roles the opportunity to work partially or fully remote if they choose to opt-in for this benefit. This role (Executive Assistant) is assessed as a Roamer position requiring mínimal days in the office (2 days per week) unless business demands require.

**Duties & Responsibilities**:

- Communicates directly with, and on behalf of, the President and CEO, with Board members, executive and leadership team members, funders, and others, on matters related to the President and CEO’s initiatives.
- Provides leadership to building relationships crucial to the success of the organization and manages a variety of special projects for the President and CEO, some of which have organizational impact.
- Works formally and informally with senior leaders in the organization to develop and implement key initiatives and activities.
- Coordinates, prioritizes, and contributes to action on issues and concerns involving the office of the President and CEO, including those of a sensitive or confidential nature.
- Provides a range of support including overseeing/managing an active and dynamic calendar of appointments; composing and preparing correspondence, that may be confidential; preparation of background materials including analysis and summary of reports and compiling related documents for meetings and presentations; arranging all aspects of complex and detailed travel plans; screening and handling internal and external correspondence, requests and phone calls; taking meeting minutes and identifying and tracking action items.
- Administratively manages procurement and expense processes on behalf of the CEO.
- Coordinates with a team of corporate executive support staff supporting the corporate office and Executive Team members.
- Manages multiple priorities; handles matters expeditiously, proactively, and sensitively.
- Coordinate internal and external resources on behalf of the CEO to ensure that all deliverables are completed on time.
- Develop project plans to track progress of deliverables and escalate as needed.

**Qualifications**:

- Bachelor’s degree in a relevant field.
- Minimum five years’ experience providing support at the senior leadership/executive level.
- Demonstrated experience managing complex projects.
- Demonstrated judgment, integrity, and problem-solving ability.
- Excellent attention to detail, organizational and communication skills (both written and verbal) and the ability to interact effectively with all levels of internal and external stakeholders.
- Ability to deal with sensitive and confidential matters with diplomacy, tact, and discretion.
- Strong teamwork skills.
- Work well under pressure by incorporating excellent organizational and time management skills.
- Facility software packages such as Microsoft Office (Word, Excel, Power Point and Outlook), as well as various types of office equipment.
- Formal project management education an asset but not essential.
- Knowledge of not-for-profit sector and child and youth services system in Ontario will be considered an asset.
- Satisfactory Criminal Record Check and Pre-Employment Medical.

**Kinark Child and Family Services conditions of employment include but are not limited to successful Criminal Record Check or Criminal Record Check with Vulnerable Sector Screening (based on position), completed Pre-Employment Medical certificate, and proof of full vaccination against COVID-19. Proof of vaccination for each vaccine dose received is required.